Executive Assistant

About the Firm

Morris Adjmi Architects (MA) is an award-winning multidisciplinary design firm offering a comprehensive approach to planning, architecture, interior design, and art. Guided by a passion for placemaking, we’ve designed over 27 million square feet of built space in more than 25 cities throughout the U.S. and abroad. Our portfolio spans residential, hospitality, commercial, arts & culture, and institutional markets, with expertise in adaptive reuse, new construction, entitlement and zoning support, urban planning, interiors, and art services.

Our practice is shaped by MA’s Conversation-Driven Design Ethos, rooted in dialogue and collaboration. We believe the most meaningful buildings emerge through an exploration of context, balanced composition, and creative vision, blending tradition with innovation. This ethos drives us to create architecture that is timeless yet contemporary, grounded in rigorous detailing and sustainable technologies. By combining design sensitivity with technical precision, we craft buildings that stand out by fitting in—structures that enrich communities, endure over time, and tell a story.

The Executive Assistant is responsible for understanding and anticipating the needs of the firm and executive leadership, serving as the primary support to the Founder/Principal while also providing administrative support to Executive Directors as needed. This role acts as the gatekeeper and keeps all priorities, engagements, and tasks on track in a fast-paced environment. Professionalism, the ability to handle pressure calmly with all levels of personnel and external parties, and effective prioritization of various matters is critical to success in the role.

Given the confidential nature of the information accessible in the position, discretion is vital.

• Uphold the MA Core Values in all aspects of work
• Proactively communicate both internally and externally, updating necessary parties on changes in scheduling and availability, upcoming visitors, in-house meetings, meeting formats, etc.
• Be self-motivated and resourceful, always staying one step ahead and taking initiative
• Self-evaluate one’s skills, efficiency, and areas for improvement
• Model positive leadership and organizational skills and demonstrate a strong work ethic

• Maintain extremely busy professional and personal schedule/calendar(s) for Executive Leadership team that often change rapidly, inclusive of booking and rescheduling meetings and understanding dependencies between meetings
• Manage the Principal’s inbox, archiving as required, ensuring timely responses and proper conclusions to open matters; maintain list of open items/outstanding conversations needing response or resolution
• Prepare for all meetings with required material; research company profiles and develop attendee reference sheet for new client interviews and presentations
• Book all travel arrangements, accommodations, transportation, meeting space/conference rooms and restaurant reservations, etc.; ensure personal preferences and reward programs are reflected in all reservations
• Coordinate all aspects of internal executive meetings, including building security list, and catering and clean-up if required; communicate all visitors with Office Coordinator/Receptionist in advance to ensure a welcoming presence at the front desk
• Submit weekly timesheets via Deltek Vantagepoint, accurately recording billable time based on calendar
• Submit monthly expense reports for American Express charges in a timely manner with all supporting backups
• Track and coordinate personal and business Fed Ex packages at the office and home; organize and tidy desk as it pertains to mail and deliveries
• Take notes and recap meetings as needed, including follow-up scheduling required, to-do items, thank you notes, etc.

• Provide light personal administrative support, including coordinating appointments, scheduling, and occasional errands as requested
• Monitor incoming DOB email notices and distribute accordingly

Education:

Bachelor’s degree from an accredited institution

Experience:

8+ years of experience in the AEC industry

Software:
Proficient with MS Office